The State Hornet
Journalism 197a & 197b
General
Syllabus | Journalism 197a
| Journalism 197b
Staff
Handbook | State Hornet Charter
State Hornet Staff Handbook
Our focus
The State Hornet began 50 years ago as a four page mimeographed publication
and has evolved into the official student-run newspaper of California
State University, Sacramento
.
The focus of the State Hornet is to inform students, faculty, staff and
the community of events, issues and policies pertinent to their lives.
In most cases, campus events and people serve as our primary news sources.
The State Hornet informs readers about campus issues, explains why and
how they occurred, and how those issues will affect students, faculty,
staff or the university as a whole.
Editors will make efforts to balance coverage of special interest groups.
Since the State Hornet focuses on the campus community, local and national
events will not be included unless they have a local angle of interest
to our community or serve as subjects for editorials, commentaries and
analysis.
Our target readers
The State Hornet readership includes 28,558 full-time students, 140 full-time
administrators, 770 full-time faculty, 770 part-time faculty, and 1130
full-time staff. The State Hornet is distributed campus-wide, as well
as downtown and midtown. It is also read online by alumni and state officals.
Frequency of the paper
During the Fall and Spring semesters, the print edition of the State Hornet
is published each Wednesday morning and appears 13 to 14 times during
each semester.
The online edition, www.statehornet.com,
publishes the print edition by 7 a.m. on Wednesday mornings, and also
publishes unique content to the site as generated by the staff. News alerts
are sent out as appropriate.
During the summer the State Hornet prints a freshman and transfer guide
and other special sections as approved and budgeted by the Publications
Board. The statehornet.com is updated on an emergency basis only during
the summer.
Distribution of the paper
During the fall and spring semesters, the newspaper is sent to the printer
by Tuesday at noon and is delivered to campus for distribution by 7 a.m.
Wednesday morning.
Editorial policies
The State Hornet will attempt to investigate and report the news of California
State University, Sacramento in an accurate and impartial manner and will
be governed by the State Hornet Code of Ethics, including in this handbook.
Reporters are not allowed to submit any portion of a story to a source
for approval before publication except portions to verify a quote with
the source of the quote.
Editorials will reflect responsible views backed by research and fact
and will usually reflect a consensus of the editorial board. The editorial
board will usually consist of the editor in chief and the editor of each
section.
.
Staff editorials are not signed because they usually represent a consensus
of opinion of the editorial board, but columns, commentaries and analysis
are always signed.
Editorials and the newspaper in general reflect the opinions of the student
editorial board. Those opinions do not reflect the opinion of the adviser,
student activities personnel, university administrators, or the college
as a whole.
Guest columns, whether from students, faculty or staff, are accepted and
encouraged and will be clearly labeled as guest commentary. The opinion
editor will determine when columns are suitable for publication, with
approval of the editor in chief.
Letters to the editor are encouraged and accepted, but all letters must
be signed and include the major and classification if written by a student
or the department if it is written by a staff or faculty member.
All letters will be verified for authenticity by the editor in chief before
publication. This includes letters received through e-mail and online
sources.
No letters from members of the State Hornet staff or their immediate family
will be accepted for publication.
No anonymous letters will be published.
The editor in chief reserves the right to edit all letters with regard
to libel, length, taste, grammar and punctuation.
The State Hornet will accept professional advertising from reputable firms
and from national advertising representatives.
The State Hornet will not advertise products or service the Editor in
Chief deems inappropriate for advertisement in a student publication.
The advertising policy will be available through the General Manager of
the State Hornet.
Correction Policy
The State Hornet and the statehornet.com strive to cover the news accurately,
fairly and honestly. The policy on accuracy and setting the record straight
will be run on Page 2. It should read “Accuracy is a fundamental
of journalism. It is a policy of the State Hornet to promptly acknowledge
errors. Mistakes should be called to the attention of the Editor in Chief
by calling 916-278-6584 or by e-mailing editor@statehornet.com.”
Significant factual errors or misleading statements should be corrected
on page 2, above the policy statement. When corrections or clarifications
are made, the statement should be simple and direct. Do not repeat the
error in the correction, unless it is essential to give readers the proper
context. All corrections and clarifications must be cleared with the Editor
in Chief. All corrections are run on page 2, unless specified by the Editor
in Chief (for example, when an error requires a page one correction).
Internally, the editor of the section containing the error must trace
how the error was made and submit those findings in a written report to
the Editor in Chief. Recommendations for changes in policy and procedure
may be included in the report, if appropriate. The error should also be
reflected on the weekly evaluation of the staff member.
Beats
Our beat system is designed to keep the staff (and ultimately, our readers)
informed about what is going on at the university. The information we
discover will be used for news, features, sports stories, editorial commentary
and news briefs
.
Every reporter will be assigned several sources to contact every week.
Each reporter should contact his or her sources at the beginning of each
semester to arrange a brief, in-person meeting and then meet with or call
them each week to determine if they have any new information. This gives
the staffer a chance to introduce himself or herself and to establish
a businesslike impression with the source.
Each reporter is expected to generate story ideas from their beat for
the semester, with the approval of the appropriate section editor. Do
not wait for editors to assign stories. They do not know what is going
on in your beat as well as you do. Be prepared to your editor, in writing,
if you are unable to generate an ample number of stories from your beat.
Budgets
The State Hornet has two types of budgets. One budget handles the finances
of the department and the other determines the content of the publications.
Financial budget
The majority of the State Hornet budget is from the sale of advertising
space in the newspaper. The newspaper also receives funding from a student
fee allocation of $2.50 per student which is earmarked for rent, printing
costs and financial aid. The State Hornet Publications Board, which meets
monthly, has ultimate authority over the budget, approved by May 1 of
each year. The Editor in Chief is responsible for expenditures within
the approved budget, with the advice of the General Manager.
The Business Advisory Committee meets once a month to review the finances
of the newspaper, reviews the yearly proposed budget and makes recommendations
to the Publications Board. A copy of the budget can be acquired from the
General Manager, the Faculty Adviser or the Editor in Chief.
Editorial budget
The second budget is the system of assigning stories to reporters and
photos to photographers. The State Hornet uses a continuous budget system
in order to make story assignments as quickly as we hear about a good
idea for a story.
Story assignments will be made or approved by the editors. Photo assignments
will be made by the photo editor.
When making a story assignment, always consider the possibility for an
accompanying photo or graphic. Planning ahead for visuals will improve
the look of the paper. Make sure the idea is submitted to the graphic
design department in plenty of time to meet deadline.
Police Log
The media log should be checked at University Police on a daily basis
Monday through Friday. Names should be omitted from the Police Log published
by the State Hornet. If the judgment of the news editor is the name must
be included because of the nature of the crime, a news story would normally
be written instead of inclusion into a summary log. Once the newspaper
commits to having published a name in a news story, the newspaper try
to continue to follow the case.
Staff policies
All staff members will complete a two-issue trial period. Failure of staff
members to perform their job efficiently or to work well with other staffers
will be grounds for dismissal.
Staff members don’t have to agree with everything published in the
newspaper. Nor do they have to agree with, or even like, what the editor,
managing editor or any other key person on this staff tells them to do.
But all professional organizations regard staff disagreements as internal
matters.
Thus, internal disagreements are not to be broadcast to outsiders. Criticizing
colleagues or supervisors to outsiders will not be tolerated and will
be grounds for immediate dismissal, especially when no attempt has been
made to resolve concerns in a professional manner.
Academic Standing
Students working on the State Hornet should realize the importance of
good academic performance. Therefore, all student employees must be in
academic good standing as defined by the University Catalog. Staff GPA’s
will be verified by the Faculty Adviser at the beginning of each semester.
Staff members must not miss class to conduct interviews, sell ads, do
production or perform any other routine State Hornet duty. Go to class
first, then do what is needed to be done for the publication. Dedication
is expected and appreciated, but staff members must keep their priorities
straight.
Address/Phone Changes
The Editor in Chief and the General Manager maintain accurate records
of addresse, e-mail addresses and phone numbers for all staff members.
Keeping these records current is necessary for last minute story changes,
production problems, or emergency calls.
If your address changes from the one on your application, please turn
in the changes to the Editor in Chief and the General Manager. The State
Hornet staff can not give out staff information for any reason.
Business Hours
The State Hornet’s business hours are from 8 a.m. to 5 p.m. Monday
through Friday.
The University Union is generally open from 6:30 a.m. to 10 p.m. Monday
through Friday, 8 - 8 on Saturday, 10 - 10 on Sunday. Section editors
have keys to the State Hornet offices and will schedule work hours during
the weekend.
Cleanliness
We follow the adage, “Your mother doesn’t work here, and she’s
not here to clean up after you.” When staff members are finished
working at a specific computer terminal or at the conference table, they
are expected to pick up all materials and put or throw them away.
Also, there is a kitchen area for staff use complete with microwave and
refrigerator, but if a cup or silverware is used to cook with or eat with,
please wash it when finished. Lastly, if something is in the refrigerator
that you did not put there or have specific permission to use (or eat/drink),
LEAVE IT ALONE. If you bring in food to share, put a note on it. Items
with no name will be tossed out at every Friday.
Copy flow & Computer Use
The State Hornet uses Macintosh computers. Every computer in the office
shares the network.
If you need to Log On:
At the log in prompt, select the proper identity (i.e. reporter) and click
the log in button.
To access the server (to drop stories or for editors to edit stories).
On the top menu bar, select “Go”.
Choose “go to server”
The State Hornet server will be visible (after a few seconds)
Enter the login and password (supplied by your editor).
You now have access to folders on the network.
To type a story (on any machine)
1. Click on the Microsoft Word icon.
• Open a new document
• Type in your story using the format below and run spell check
(under utilities):
word countTitle or suggested headline
byline i.e. by Suzette Student)
Begin your story
• DO NOT use tabs or indent for the paragraphs
• DO NOT put in extra lines or returns between paragraphs
• Only use one space after a period
• Check that all names are spelled correctly, all people correctly
identified on first reference.
•Answer basic who, what, when, where, why, how elements.
• Check for AP style and State Hornet style.
To save a story, select save and file in the folder designated by your
editor.
Name it with an appropriately named SLUG followed by your last name. (i.e.
cancelled classes/student). This helps them find your story.
Always read, edit and proofread the copy before turning it in.
Print out a copy of the final draft you have submitted and put it in your
portfolio. As soon as the story is published, print out a copy or photocopy
it and put it in chronological order in your portfolio. Your portfolio
will be checked periodically through the semester.
Check your e-mail daily (or more!): Reporters should check their e-mail
to see if the story has been returned for rewriting. Writing coaches are
available by appointment throughout the semester. Make the corrections
immediately for the rewrite, rename by adding your initials, resave and
resend as your editor instructs.
EDITORS: Immediately make a renamed copy (cancelled classes/student/AC)
by using SAVE AS under the file menu, and saving to your own computer.
The original draft must remain uncorrupted in case you over-edit, lose
it, crash it, etc.
Your editor will edit the renamed story. When it ready for publication,
it is placed in the dated publication folder for the apropriate destination
(news, feature, sports opinion).
Page Layout:
There should always be two current saved versions of each page on the
upcoming section:
Save the most current version of your section to the server under the
publication date folder.
Make sure the most current version is backed up to your own computer.
When you begin updating your section, make sure you’re on the most
current version, then once again, back it up to the server.
ASSUME THERE WILL BE AN EMERGENCY
WHERE ANOTHER EDITOR MUST COMPLETE YOUR SECTION ON DEADLINE. MAKE IT EASY
TO FIND!
Final Versions of Paginated Pages
The section editor is solely responsible for the final electronic release
of the pages to the Editor in Chief or the production manager. The pages
are placed in the dated folder, labeled Final Pages. The section editor
must sign and put the time the final proof pages for the printer. Copy
editors or page proofers must also sign their initials and the time on
the final page proofs.
Computer priority
Staff members must regulate their computer use according to demand. Staff
members have access to the computers for personal use under the condition
that no one else needs a computer for State Hornet work. Staff members
needing the computer for staff work have top priority access to the computers.
Editors and assistant editors on production deadline have priority. Only
State Hornet employees may use the computers. Limit the amount of printing
you do for classes or research. The equipment has a limited life span.
Please be responsible.
Computer Usage
• Do not install any software to the hard drive of any computer.
Only work-related files should ever be stored on the network, and should
be filed in your folder. Remember that it can be accessed by many people,
so don’t file anything you aren’t prepared to share with staff
members.
• Back up important work (by emailing it to yourself,, etc.) because
the server has been known to crash and all work can be lost.
• No folders should be created, edited or moved without the knowledge
and permission of your editor or the Editor in Chief.
• You are encouraged to check your e-mail often since it is a main
source of communication both internally and with sources. However, save
e-mail documents to your folder, and off the mail system unless you are
prepared to share them or lose them.
Employment Contracts
Student employees must sign an employment contract and complete necessary
paperwork with Associated Students Inc. before being placed on the payroll.
This is for the protection of both the staff member’s and the paper.
Job descriptions are on file with the Editor in Chief, and the faculty
adviser.
The publication reserves the right to withhold or reduce pay (but not
limited to) the following conditions: failure to complete satisfactorily
the duties of the position (including deadlines); failure to post and
maintain required number of office hours; damage to offices, equipment,
computers and/or telephones; unauthorized use of long-distance telephone
lines; damage to or loss of keys to offices.
Laziness, incompetence, bad attitude or lack of professionalism will not
be tolerated. If this occurs, a staff member may be placed on probation
or fired. Employees who are the consistent source of office conflict will
be terminated.
The editor, in consultation with the Faculty Adviser and the General Manager,
will notify any staff member in person if probation or termination of
employment is being considered. This notification will include specific
reasons for the decision and will be confirmed with written notification.
The editor will meet with the staff member to discuss the situation. If
the situation cannot be resolved without damaging the credibility of the
respective publication, the Faculty Adviser, the Business Manager and
ASI will be notified that the staff member has been terminated.
Evaluations
Evaluations of each employee will be conducted on a weekly basis. These
evaluations will be conducted by each employee’s supervising editor
and will be conducted on an individual basis. Written comments about the
evaluation of reporters will be filed by each appropriate editor.
Hiring and firing
All State Hornet employees must agree to conditions stated in their contract.
Employees who have not met guidelines of the manual or job description
are subject to termination, according to State Hornet and ASI policies.
A probationary period of one week will precede termination, unless the
Editor in Chief determines the severity of the infraction requires immediate
dismissal.
During probation, staff members will be expected to improve in unsatisfactory
areas. If there is no improvement, termination will follow.
Students enrolled in Journalism 197a, 197b or 197c or unpaid staff members
who violate State Hornet policy will cease to receive assignments and
receive an F for the course.
Remember that the State Hornet is a learning experience. Staff members
will be given a fair warning that they are in risk of losing their position
and a chance to make improvements.
Former staffers who have left the State Hornet in good standing will be
considered eligible for rehire, along with other applicants. However,
there is no guarantee for a returning staff member to be employed in the
same or any position.
Deadlines
Deadlines are crucial. If one person doesn’t get his/her job done
on time, the whole deadline schedule can be lost. If you have a legitimate
reason for missing a deadline, contact the editor immediately; however
continuous problems will not be tolerated.
Ad Deadline Friday, noon
1st Page Proofs Monday, noon
Final Proofs Monday, 5 p.m.
FTP Transfer to printer Tuesday, noon
Graphic/Photo requests Tuesday, noon unless breaking.
Print stories submitted Tuesday, 5 p.m.
To online
General staff meeting Wed., 3 p.m.
Budgets due to M.E. Thursday, noon
Editorial board meets Friday, 11 a.m.
Editor staff meeting Friday, noon
Dress Code
All State Hornet employees need to remember that they are considered professionals
and need to set themselves apart from the “average” student.
Therefore, all employees must dress accordingly when meeting with the
public. Whether as a spokesperson for the publication, conducting an interview,
delivering papers, or selling advertising, employees are expected to dress
appropriately.
Office Policies
Keys
The front door to the State Hornet office should be unlocked from 8 a.m.
to 5 p.m. Monday through Fridays.The adviser, business manager and editors
have keys assigned to them. If it is ever necessary for you to use the
State Hornet offices while it is not open, make arrangements with one
of the editors to let you in.
Under no circumstances are you to leave the room unlocked when the offices
are closed. The front door is locked by an electronic key. Check to make
sure both the front door and the fire escape door are closed and locked
when you leave. If the front door was inadvertently left unlocked, please
call the University Union office or Union security to have the door locked
before you leave. As there are ample building hours, late hours will only
be for the needs of the publication.
Mail, messages and drawers
All mail delivered to the University is delivered to the on-campus post
office in the physical plant and then delivered to the Hornet offices.
Packages received by the university are accepted and delivered to the
State Hornet once a day.
You may be asked to sign for a package Fed Ex. If it will not fit in the
addressee’s mailbox, put it on the table by the mailbox and put
a note in his/her mailbox. If it’s for Advertising, it is critical
that you put it on the Advertising Manager’s desk if it won’t
fit in the mailbox.
All staff members will have a mailbox for messages and assignments. Mailboxes
and personal e-mail should be checked a couple of times every day when
school is in session. Don’t miss an assignment because you forgot
to check your mail.
Phones and faxes
All long distance phone calls must be State Hornet related. To dial out
for long distance, 800 numbers or local calls, dial 9 then proceed as
usual. Within the university, dial 8, then the four digits corresponding
to the office or department you are seeking.
The fax machine is for business only.
Answer the phone! Messages are a vital aspect of both
the news and business branches of the State Hornet. All staff members
should be capable of answering phones and taking messages. Please answer
the phone “State Hornet, (your name) speaking.” If a person
is unavailable, take a message and put it in their mailbox. Voice mail
has just been added to the different departments of the paper. Make sure
the voice mail is checked constantly every day. Take responsibility for
getting the message to the appropriate person ASAP.
Telephone protocol
If the caller has a question and you do not know the answer, refer the
caller to someone who does. If the caller has a complaint or wants information
about a particular story, always refer them either to the section editor
or Editor in Chief. Do not respond to a hostile caller other than to refer
the phone call and do not disclose information about any story in process,
or name who wrote an editorial. Be polite! Stay neutral and do not share
your own opinion! Refer everything!
Take a message: If there is no one in the office to take the call, take
a message including the caller’s name, phone number, the time he
or she called, the date, who took the message and to what the call pertained.
The message can be sent electronically to staff members.
To transfer a call, press down once as if to hang up and let up quickly.
You will hear a dial tone. Dial in the number to transfer, then hang up.
If no one answers, the call will return to your phone.
To dial any campus number, you must first dial an 8. To use an outside
line, dial 9, then the number.
Personal Possessions
The State Hornet is not responsible for personal materials left lying
around in the office. If you have something you don’t want thrown
away, keep it with your or ask an editor for a space for storing staff
material. Don’t leave anything valuable sitting around in the Hornet
office.
Materials
Section editors who need certain materials, such as printer paper, notebooks,
pens, or toner cartridges should request them from the General Manager.
Meetings
All staff members will be required to attend the general staff meetings.
Staff members will also have to attend a section meeting called by their
editor. Editors will also be required to attend a weekly editors’
meeting. Attendance is taken. Staff members who repeatedly do not attend
will be placed on probation.